How to Communicate With Wedding Guests in Seven Efficient Ways

When you're planning your celebration, you need to know how to communicate with wedding guests efficiently and politely. And let's face it, there are numerous ways you can go about this. From making a phone call to using The Knot App, you and your partner must figure out how to remind guests to RSVP without causing drama or accidentally forgetting to speak to someone. To help you, we've provided tips for which method of contact is the best for every wedding scenario and how to do so using The Knot planning tools. So, if you want to spread the word to the right people quickly, keep reading to set a wedding communication plan that'll make everything a piece of cake.

How to Communicate With Wedding Guests

There isn't only one way to communicate with wedding guests about all your details. Below are seven options to-be-weds can choose from to keep their guests in the know.

Take Advantage of Your Save-the-Dates and Invitations

Your save-the-dates should include key specifics about your wedding, such as the date, general location, who's invited and your website. (Should you end up needing change-the-dates, they will have the same information.) These paper products allow potential guests to decide if they can attend your event. That's why sending save-the-dates at least six to eight months before the wedding date is crucial. Later on during your planning journey, you'll need to send your wedding invitations about six to eight weeks before the ceremony. Your invitations will inform guests about the date, essential times and exact destination.

Use Your Wedding Website

Your wedding website will get tons of views leading up to the celebration since people misplace invitations or forget to bring them along while traveling. Ensure the main page of your site contains any new information guests should know. Any information that has stayed consistent should be in the wedding website FAQs, travel, things to do and registry sections.

Speak Over the Phone

Ashley Mason, an enthusiastic wedding planner and owner of Saunter Weddings, says you should always consider the demographic of your guests when deciding how to reach out to them. "If you have some 'seasoned' attendees that are less tech-savvy, emails likely won't go over well if you need a quick reply." For these conversations, feel free to divide and conquer by asking your planner or VIPs to call guests. Another reason a phone call may be more appropriate is because some conversations revolve around sensitive matters. "If someone close to you RSVP'd with kids at a no-kid event or your partner's recently divorced parents want to bring dates you don't know, you'll need to have a voiced conversation."

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Contact Through Private Social Media Groups

Keep guests tapped in by creating a private group on social media, which you can do on Facebook and Instagram. This is ideal for people who know lots of their guests often use those platforms. You can use this platform to share dates, times, photos, initiate icebreakers and much more. Mason says social media can be a great mechanism in another way. "This may be unconventional, but if a lot of your guests follow you on social media, posting a notice on your stories stating, "Wedding guests: Check your texts," may do the trick and aid the cause. We all have that friend or family member who rarely texts back, but you see their name in your viewed insights." We suggest if you go this route you make those stories private and only allow "close friends" (a list you can craft yourself and limit to wedding guests) to view them.

Find a Coordination Service on The Knot

Now, there are lots of ways you can text your guests all at once. So if finding each invitee one at a time and adding to a group chat doesn't sound fun to you, consider trying a coordination service like Text My Wedding. This company even offers to-be-weds the ability to schedule a text blast to remind guests to silence their phones during the ceremony.

Remember, the Circumstance Impacts the Mode of Communication

Think hard about each specific scenario before you communicate with a guest because some situations require more etiquette or urgency than others. "If rain suddenly comes out of nowhere and changes the outdoor plan, call or text––don't email. This is where keeping a roster of guests' lodging at your hotel blocks can come in handy in case you need them to message your guests," Mason says.

Send an Urgent Text

It's common for people to have at least one wedding-related group chat nowadays, so we think texting can be one of the ways you communicate with your guests. If you would like to send a wedding text blast because you have a large guest list, we have to say The Knot App's text feature is our favorite (more on that below.) For those hosting a small, intimate wedding or couples who want to message only a few people, you can also create a small group chat for updates and reminders and to answer quick questions.

Type an Email

You're already actively using your inbox since you must send wedding inquiry emails and talk to vendors, but it doesn't stop there. For events like wedding showers, bach parties and rehearsal dinners, some couples opt to send virtual invites to save money, which means email is the number one alternative. Keep your guests informed about these affairs and the wedding by sending a detailed email of everything they can expect, which, of course, you can do on The Knot App. From providing wedding transportation schedule reminders to ensuring everyone wears blue for the bridal brunch party, email can be your go-to.

How to Text Message or Email Guests on The Knot

Concerned you'll miss a couple of people while getting the correct info out? Don't worry, that's where knowing how to use The Knot App comes in handy. With this helpful planning source you can access your guest list manager and use The Knot text message and email feature. (More details on how to use our guest list manager here.) Send a text or email as formal or casual as you'd like in a few touches by following the simple steps below.

1. Log into The Knot App and tap the "Planning" tab.
2. Press the "Guest List" bubble on the left side of the screen.
3. Tap the "Messages" tab and scroll down to the "Choose a Template" section.
4. Pick the template that fits your situation. This includes "Share your website," "Collect addresses," "Custom message" and "Remind guests to RSVP."

Design: Falak Khoja

How to Communicate With Guests Through Your Wedding Website

You'll need to create a wedding website to communicate with your guests. Once you've done that, keep reading to see how easy it is to talk with your guests using it.

1. Log into The Knot site and click the "Wedding Website" tab.
2. Scroll down to the "Pages" section to input your details.
3. You can provide helpful info to your guests by choosing the "Q + A," "Travel," "Things to Do" or "All-In-One Registry" boxes.
4. In the "Q + A" section, you can craft questions you think guests will ask and add your answers.
5. In the "Travel" section, include hotel recommendations and details about transportation.
6. In the "Things to Do" section, tell guests about what activities are available at your wedding location.
7. In the "All-In-One Registry" section, you can add gifts from The Knot Registry Store, sync other registries and track which gifts were purchased.